Frequently Asked Questions
Below are frequently asked questions related to the Tuition Assistance Program. If you can’t find the information you need, please don’t hesitate to reach out to our HR team by email or by phone at 214-648-9810.
Please note: If you have questions related to the UT Southwestern M.B.A. program, please visit the program page.
Program
What programs are covered?
The Tuition Assistance Program can only be used for courses for undergraduate and graduate level degrees (i.e., associate’s, bachelor’s, master’s, or doctoral degrees). Certification, training, continuing education courses, and postgraduate certificates are not covered under this program. If you have questions about any reimbursement for these items, please consult your supervisor for possible options.
Does the coursework need to apply to my current role, or can it apply to future roles at UTSW?
Coursework must reasonably relate to current job duties and/or qualifications for a position to which you might reasonably expect to advance in your career at UT Southwestern. In addition, coursework can relate to qualifications for certain “in-demand” positions as determined by the AVP of Talent Acquisition and current recruitment needs.
How are accelerated programs supported by the Tuition Assistance Program?
If an employee is participating in an accelerated program that charges the same amount of tuition per semester regardless of the number of courses, they can receive reimbursement for the cost of tuition for that term up to the $5,250 maximum allowed per calendar year (limitations apply).
What if I am enrolled in the Tuition Assistance Program but leave UT Southwestern?
An employee enrolled in the Tuition Assistance Program who has successfully completed course(s) and received reimbursement must remain employed by UT Southwestern for a specified period beginning the first day of the month after receiving reimbursement, as follows:
- Employees who are not faculty or residents: one year
- Faculty: two years
- Residents (GME): until the scheduled conclusion of the current training program
If the employee leaves UT Southwestern before the applicable period, they will be required to repay the amount reimbursed. Please refer to the Tuition Assistance Program Policy EMP-305 and the agreement you signed for further information.
Courses
Which courses are eligible for reimbursement?
Eligible courses are listed on a formal degree plan. If a prerequisite course (e.g., TSI course) is not listed directly on the formal degree plan, it is not eligible for reimbursement.
I’m taking courses at a community college to get credit for the program I’m pursuing at a university. Will my courses be eligible?
Courses must be listed on the official degree plan to qualify for reimbursement. If the community college courses are not included on the university’s degree plan, those courses will not be reimbursed.
Is there a limit to the number of courses I can be reimbursed for?
Employees are eligible to apply for unlimited courses per semester, up to the $5,250 maximum reimbursement allowed per calendar year.
What if the course takes place during work hours?
This is permissible; however, supervisors are encouraged to use the employee’s available paid leave to meet attendance requirements. If the employee does not have available paid leave, the department will determine possible options, per UTSW policy.
What if I do not pass a course?
If you fail a course, it will not be eligible for reimbursement. In addition, if a failed course needs to be retaken, it will not be eligible for reimbursement.
Application
The application requires a degree plan. How do I determine if my degree plan is acceptable?
Your degree plan may be obtained from your school or academic adviser and must include proof of enrollment, your name, school name, and the listed courses you are projected to take throughout the pursuit of your degree. Other qualifying documents include degree evaluations or degree audits. Please note that general degree plans from a university website will not be accepted. You can find examples of an acceptable degree plan on the Documentation Examples webpage.
When should I expect an update on my application status?
After you submit your application, your supervisor will receive an automated notification asking them to verify that your participation will meet the requirements of our Tuition Assistance Program Policy EMP-305 and UT Southwestern standards. Once your supervisor has verified this information, you will receive an email from our HR team within 30 days. This email will also have a unique link to the Tuition Assistance Portal, allowing you to track your application status.
Can I apply if I meet the eligibility criteria in the middle of my semester?
To qualify for the Tuition Assistance Program, a UT Southwestern employee must meet all eligibility criteria before the course start date. If you become eligible after the semester has begun, we encourage you to apply for the following semester.
What if I change my degree?
You will need to submit a new Primary Application with the new degree plan for approval.
Reimbursement
What is the maximum amount I can receive for tuition reimbursement?
Through IRS Section 127, we can offer a tax-free reimbursement credited toward your tuition costs, and eligible employees can receive up to $5,250 per calendar year.
I just finished a course last semester. Can I still apply to the Tuition Assistance Program and receive reimbursement?
The program requires that an application be completed before the course begins. Learn more about the application process.
What are some non-reimbursable charges and fees?
Any costs or fees not mandatory by the university or college (e.g., e-books, course materials, credit card fee, convenience fee, payment plan fee, late fee, resource fee, etc.).
Support
Who do I contact if I have questions about the Tuition Assistance Program?
If you can’t find the information you need, please reach out to our HR team: HR@utsouthwestern.edu | 214-648-9810.